Changes to the alternative approval process were endorsed by a City of Nanaimo committee earlier this week, including being able to submit completed forms electronically. (File photo/NanaimoNewsNOW)

By Jordan Davidson

AAP process

Online submissions headlines pending changes to Nanaimo’s AAP policy

Jul 17, 2024 | 2:07 PM

NANAIMO — A number of tweaks to the City of Nanaimo’s alternative approval process (AAP) are likely coming, including allowing forms to be submitted electronically.

City staff were asked in June to prepare a report clarifying the rules around the AAP process, following two failed attempts to borrow money for a new public works facility, also known as the Nanaimo Operations Centre project.

During the Monday, July 15 Governance and Priorities Committee meeting, director of legislative services Sheila Gurrie, said online AAP forms will be allowed to be submitted electronically through the City’s submission webpage, either as a PDF or a photo of the signed forms.

“At this time a fully electronic form with e-signatures…we do not have the ability right now to limit how many responses a person can do, and the abuse of that system is a potential. The Docusign is three to five dollars per signature, so it’s just not feasible at this time.”

Other recommended changes included developing a community and engagement strategy on a case-by-case basis to inform the public on the project details and the borrowing amount, and also limiting the number of physical forms a person can collect from City Hall to 10.

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When asked how City staff will be able to verify if a person gets more than 10 physical copies of the AAP forms, Gurrie said while they are working on a tracking method, they admit it’s not “completely solid”, but it’s likely a non-issue, as a person can still photocopy a form on their own.

“Some people may probably get more than 10 forms and I don’t think that’s the end of the world, but we’ll do our best to make sure we’re not limiting anyone, and educating them as they go to try to keep track of that, and/or develop a system we can track that accordingly.”

Completed forms can still be submitted in person at City Hall or via mail, as well as electronically.

Coun. Ben Geselbracht supported the changes, saying the new communications policy will allow the community to be informed on a project long before an AAP process can begin.

“…for larger situations, we can decide to send something out a month beforehand or however long with full details about the particular project, how folks can access having their say, and I think that’s another big demand from the community.”

Past concerns voiced by community members regarding AAPs included a lack of easily accessible information on the project, and not allowing forms to be submitted digitally.

City staff also went against recommending a mail-out of elector response forms for AAPs, but they could still be considered during the communication and engagement process.

Gurrie clarified while referendums are not specifically mentioned in the AAP policy changes, the legislative notifications remain the same for both forms of electoral consent, with a communication and engagement strategy needing Council approval before proceeding.

The policy changes were endorsed unanimously by the committee, but still need to be formally approved at a future regular council meeting.

Once approved, the new changes could be seen in a possible AAP next spring for a proposed south-end community centre in Nanaimo.

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jordan@nanaimonewsnow.com

On Twitter: @JordanDHeyNow